FY25-26 Athletic Charter Bus Services

SUNY Polytechnic Institute is seeking sealed bids for Athletic Charter Bus Services for fiscal years 2025-2026, with an Invitation for Bid (IFB) #24-13 targeting transportation services for intercollegiate athletics. The procurement requires bus transportation providers to supply 24-passenger coaches that are less than 10 years old, equipped with specific amenities including heating/air conditioning, luggage compartments, on-board restrooms for trips over 2 hours, Wi-Fi, electrical outlets, and GPS capabilities. Buses will transport athletic teams to various locations for games, potential playoff matches, and tournaments across New York and neighboring states. The university will evaluate bids through a multi-step process involving administrative review, minimum qualifications review, cost evaluation, and a finalist review. Proposals are due on July 22, 2025, at 3:00 pm EST in Kunsela Hall room 226, with the anticipated contract term running from August 1, 2025, through July 31, 2026. Bidders must provide comprehensive documentation demonstrating operational capabilities, including current operating authorities, licenses, DOT ratings, driver rosters, contingency plans, fleet information, and insurance certifications.

The contract has no specific set-aside designations for minority, women-owned, or service-disabled veteran-owned businesses, with 0% goals established for each category. Hales Bus Garage is noted as a business entity that has been awarded an identical or substantially similar procurement contract within the past five years. Contractors must complete mandatory tax-related certifications, including ST-220-CA and ST-220-TD forms, which require verification of sales tax registration and reporting of business affiliates. Insurance requirements are stringent, with vendors needing general liability insurance of $1 million per claim and $2 million aggregate. While specific award values are not explicitly stated, the comprehensive nature of the transportation services and the multi-year contract suggest a potentially significant procurement opportunity. The contract is structured to allow potential carriers to bid on individual sport routes or the entire transportation package, with the understanding that some playoff game details will be finalized based on team performance.